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Event Check-In and Gate Management Guidelines

Detailed guidelines for volunteers managing event check-in and gates, including registration, roles, troubleshooting, equipment, and potential scenarios.

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Event Check-In and Gate Management Guidelines

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  1. Volunteers – Check-In and Gate Agents François Briard OD2019 Work Package 3.2 – Volunteers

  2. Visitors - Registration • All visitors must have registered to guarantee access to the event • Registration is • For an specifiedarrival point • For an specifiedarrival time • For a specifiednumber of visitors (maximum 6) • Registration is NOT • For a specificactivity (including LHC visit) • Subject to modifications (but we are flexible) • Once arrived, visitorscan go on any site.

  3. Check-In and Gates LHC Gate ATLAS UNDERGROUND • Check-In is for visitors arrivingat the event with no bracelets • Site gates are at the entry of fenced sitefor countingvisitor on eachsive • LHC gates are at the entranceof LHC Underground visits Site fence Site Gate Check-In

  4. ODScan cern.ch/odscanwithyour CERN login Web application (no installation needed) Internet required Does not run on Safari (MacOSX, iOS)Try an alternative browser (Chrome etc)

  5. Smarpthones • If you have yourown smartphone • Eithermake sure itisregistered on CERN Networknetwork.cern.ch > registerdevice • Or thatyou have free 4G cover on your spot • Takeyour charger • Install an alternative browser (not Safari) on iOS • Don’tincuranyroamingcosts as wewon’tbe in position to reimbursethem • Otherwisewewillproviderented smartphones withcoveron both Wi-Fi and 4G

  6. Check-InCoordinator: François Briard (IR)

  7. Check-In Tent (layoutmaydifferdepending on point) Check-InAgents Troubleshooting Dispatcher Troubleshooting Queue Normal Queue Filter

  8. Filter • Welcomevisitors and askthem to show their registration • Check that registration isvalid, otherwisesend to other point or troubleshooting queue • No need to have all visitors of a group queueing, one qwith the registration issufficient, but don’t stop visitors if they all want to queue • Distribute Open DaysPassports for kids Be flexible, nice and diplomatic !

  9. Dispatcher • Stops visitors at the end of the queue • Direct visitors to the Check-In Agent desk once free Be flexible, nice and diplomatic !

  10. Check-In Agent (OD Scan) • Select your check-in site Then for eachvisitor • Scan visitor’s registration • If all OK • Validate the number of bracelets • Distribute the bracelets (no more FastTrack!) • Validate Check-In, addcomments if needed • In case of problems direct to troubleshooting

  11. Troubleshooting table Web app on laptop http://cern.ch/odcheckin • Search all registrations • Create new registration and check it in Be flexible, nice and diplomatic !

  12. Troubleshooting guide (1/2) General principle: Registration withimposedarrival site and time wasimplemented to fulfill Host States’ requestthatweavoidhuge traffic jams, public transport congestion and risky situation in terms of safety… …but if we are not overloaded, weshouldbe flexible and accept as manyvisitors as possible.

  13. Troubleshooting guide (2/2) • Invalidday / no registration Search by e-mail and allow entry unlessinstructed • Invalidarrival site Try to redirect to correct site Allow entry unlessinstructed • Invalidarrival time Allowentry unlessinstructed • More visitors Correct on OD Scan andallow entry unlessinstructed No more FastTrack!

  14. Check-in activity projection

  15. Your exact role… • There are variousrolesassigned to the Check-In point: • Check-In agent Should scan or manage queue • Deputy manager Shouldcoordinate the point • Info agent Welcomevisitors and give info • Workwellfeelwell Replace during breaks, logistics But pleasefeel free to test variousrolesduringyour shift !Just discuss and agreebetweenyourselves.

  16. Equipment at each Check-In • Tables + Benches • 1 laptop for troubleshooting (2 for Meyrin and Prévessin) • Smartphones + chargers • Electric cords and strips • Bracelets (make sure to distribute the correct ones) • V = Vendredi = Friday Blue = Standard • S = Samedi = Saturday Yellow = FastTrack LHC (few) • D = Dimanche = Sunday • CERN Wi-Fi (please refrain to connect for otheractivity)

  17. What if… • The smarpthone application or network fails • Move to degraded mode • Check the printed version of the registration • Note the time and the changes in the number of visitoron the registration sheet or on a piece of paper • Keep the registration sheet

  18. Site GatesCoordinator: Hubert Montane (SMB)

  19. Site Gate Agent (OD Scan) • Select yourGate site • Select if you count entries or exits Then for eachvisitor • Scan visitor’s bracelet Should an errorbedisplayed, check thebracelet. Send to Check-In if needed.

  20. Site Gateactivity projection Minimum activitybased on new arrivals. There willbe multiple entries, and re-entries by visitorsfromother sites

  21. Equipment at each Site Gate • Smartphones + chargers • Electric cords and strips • CERN Wi-Fi (please refrain to connect for otheractivity)

  22. What if… • A visitor bypass scanning whenentering or exiting ? • Don’t care • The system will not block you. It isquiteresilient. • The smarpthone application or network fails • Move to degraded mode • Simply check visually the bracelets • For counting: we have a backup system: countingcarpets • Wewilljust miss usefulstats on visits duration, etc

  23. LHC GatesCoordinators: LHC Underground Point Managers

  24. Underground visit queues GO TO LIFT Volunteer to form group and hand over to guide Groups forming area Volunteer to- Decidewhich queue to pickfrom - Decidenext group language - Identifyvisitorslanguages - Invite visitors in groups forming area UNDERGROUND FAST TRACK OTHERS Clearlyseparatedqueue for FastTrack RULES !Max 2 visits / dayMin 12 yearsold Reminder of rulesat entrance of queue

  25. LHC Gate Agent (OD Scan) • Select your LHC point Then for eachvisitor • Scan visitor’s bracelet If no othervisitleft (max 2 per person per day),inform the visitor the he/shewon’tbeallowed for another LHC visitthatday.

  26. LHC Gateactivity projection Averageactivitybased on Underground visitscapacity by site and quota applied to first and last hoursVolunteersalsoform groups.

  27. Equipment at LHC Gate • Smartphones + chargers • CERN Wi-Fi (please refrain to connect for otheractivity) • Use 4G if Wi-Fi not strongenough (with no roamingcost)

  28. What if… • The smarpthone application or network fails • Move to degraded mode • Ask the person how manyvisit in the LHC they have already made… and trust them ;-) • Count the number of visitorsmanually and note on a piece of paper

  29. Questions?

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